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QuickBooks Software Setup Guide

April 2016

This document provides a series of procedures to complete when installing QuickBooks accounting software to prepare it for integration with the AXIS system's Accounting module.

Note: This overview documents the setup of a new Company Profile. It is not intended for management of an existing profile.

Overview

The AXIS system's Accounting module links accounting information in the AXIS software with a third party accounting program (i.e., QuickBooks).

Consider the following before installing and setting up QuickBooks software:

• The Accounting module works with all currently-supported versions (i.e., 2012, 2014, 2016 Pro, etc.) of QuickBooks software, but not with web- or enterprise-based versions.
• All computers on which the Accounting module will be used must have AXIS software, a supported version of QuickBooks software, and the QuickBooks SDK installed.
• Avoid installing QuickBooks software on the server.

Complete the following procedures to prepare QuickBooks software to work the AXIS system's Accounting module.

• Set Up a New Company Profile
• Set Up a Chart of Accounts

Set Up a New Company Profile

1. Begin the QuickBooks installation process to display the Let’s get your business set up quickly! page.

   

2. Click the Express Start button to display the Tell us about your business page.

   

3. Enter the company name (as displayed on the company's FFL License) in the Company Name field.

4. Complete either of the following to populate the Industry field:

   • Enter the appropriate industry in the Industry field.
   • Use the Help me choose option:

     1. Click the Help me choose option to display the Select Your Industry window.

        

     2. Complete either of the following:

        • Enter a search term in the search field, click the Search button to display potential matches, and select the desired industry from the search results.

        • Click an industry in the Industry list to select it and display the associated accounts in the Accounts list.

          Note: The software automatically includes these accounts in the Company Profile.

     3. Click the OK button to close the window.

   Note: The General Product-based Business industry represents an appropriate selection for most retailers.

5. Complete either of the following to populate the Company Type field:

   • Select the appropriate company type from the Company Type field's drop-down menu.
   • Use the Help me choose option:

     1. Click the Help me choose option to display the Select Your Company Type window.

        

     2. Click the corresponding button(s) to select the appropriate company type.

     3. Click the OK button to close the window.
6. Enter the company's tax ID number in the Tax ID # field.
7. Select the appropriate answer (Yes or No) from the Do you have Employees? field's drop-down menu.

8. Click the Continue button to display the Enter your business contact information page.

   

9. Complete the fields on the page to activate the Create Company File button.

   Note: The ZIP and Phone fields are required to activate the button, but all fields should be completed if possible.

10. Click the Create Company File button to finalize company profile setup.

Set Up a Chart of Accounts

Complete the following procedure to set up accounts in the Quick Books software.

1. Open the QuickBooks application to display the Home window.

   

2. Click the Chart of Accounts button to display the Chart of Accounts window.

   

3. Complete the following procedure to create an account.

   Note: Refer to Required Account Types for information on the types and names of accounts to be created.

   1. Select New from the Account button's drop-down menu (or press Ctrl+N) to display the Add New Account: Choose Account Type window.

      

   2. Click the corresponding button (and select from the drop-down if necessary) to select the desired account type and display information about it in the description field.

   3. Click the Continue button to display the Add New Account window.

      

   4. Enter the desired account name in the Account Name field.
   5. Enter information in other fields as desired.
   6. Click the Save & Close button to close the window and display new account in the Chart of Accounts window.
   7. Repeat this procedure as needed to create additional accounts.

4. When all required accounts have been created,

   1. Refer to the AXIS Online Guide for more information about setting up the Accounting module.
   2. When appropriate, Set Up Accounting Links and Features to map Quick Books accounts to Accounting module accounts.

Required Account Types

The Accounting module uses a predetermined set of accounts, each of which has a specific name and represents a particular type (e.g., liability, expense, etc.) of account. Accounts may be created and named as desired in the Quick Books software, but each will need to be linked to a corresponding Accounting module account.

Consider the following suggested account name/type combinations when setting up accounts in the Quick Books software:

• (Custom Tenders) is a holding place for any custom tenders that are created by the Retailer within the AXIS system.
• Vendor List coordinates with the QuickBooks Vendor List. Each vendor being utilized within the AXIS system should be mapped in the QuickBooks Vendor List.